Page History

D.6 Loaning Property

1. Laboratory property that is temporarily idle may be loaned to external organizations. Loans are arranged by Property Management and are governed by very specific U.S. Department of Energy (DOE) criteria and Berkeley Lab procedures. See the LBNL P Anchor_Hlt41148499_Hlt41148499roperty Property Management Procedure Loans.

D.7 Borrowing Property

Anchor
D.7 D.7

1. Employees may be allowed to borrow property from external organizations for short periods of time when doing so is practical and economical. Property may be borrowed from another government or educational organization for use in research or from a vendor for test and evaluation. The purpose of the borrowing arrangement determines the protocol that must be followed.
2. Use in Research: Borrowing property for use in research requires prior authorization through the Berkeley Lab Property Management Group. Information about this organizational agreement can be found in the Property Management procedure Borrowing Persona Anchor_Hlt41148527_Hlt41148527l Personal Property for Use.
3. Testing and Evaluation: Borrowing equipment for testing and evaluation is managed by divisions on behalf of their employees. See the Property Management procedure Borrowing Personal Property Anchor_Hlt41148542_Hlt41148542for Testing.
4. In all cases, the division must contact an EH&S Di Anchor_Hlt41399858_Hlt41399858vi Anchor_Hlt41148558_Hlt41148558sion Division Safety Coordinator to review and clear the borrowed equipment for use.

D.8 Property Loss or Damage

Anchor
D.8 D.8

1. Reporting Losses: Losses, theft, vandalism, sabotage, or suspected willful destruction of any Laboratory property must be reported to Berkeley Lab Site Access & Security and Property Management within 24 hours of discovery. Property thefts occurring off-site must immediately be reported to police in the jurisdiction where the theft occurred. Losses of Berkeley Lab property and/or damage beyond normal wear and tear must be reported to Property Management upon discovery. Employees must also complete the Request to R Anchor_Hlt41148612_Hlt41148612etire Retire Personal Property form and submit it to Property Management so that the asset can be removed from inventory.
2. Disciplinary Actions: The custodian will be subject to established disciplinary actions and the Laboratory may impose penalties commensurate with the gravity of an improper, dishonest, or illegal offense. Consequences range from a warning or official reprimand to invoicing a current or former employee for missing or unreturned property, suspension without pay, demotion, or dismissal. Prosecution at the discretion of the U.S. Attorney's Office may result in a fine, imprisonment, or both.
3. The custodian's actions will be defined as gross negligence or willful misconduct and subject to established disciplinary actions if:
   1. 1. The custodian has a lost or stolen Sensitive IT asset within the prior rolling 24 months
      2. The lost/stolen Sensitive IT asset has an acquisition date less than three years from the date of loss
4. Reimbursement/Liability
   1. Property Received or Shipped: Employees will not be reimbursed for insurance of property that is received at or transported from Berkeley Lab to off-site locations.
   2. Property Loaned or Borrowed for Use: Agreements for property that is loaned or borrowed for use in research are coordinated by Property Management. Reimbursement against loss or damage is governed by the terms of each individual agreement.
   3. Property Borrowed for Testing: Responsibility for property borrowed from a vendor for testing and evaluation rests with the borrower and the employee's division. Berkeley Lab's limited liability for borrowed property must be acknowledged in writing by the loaning entity prior to its being shipped. (See the Property Management procedure Borrowing Personal Prop Anchor_Hlt41149359_Hlt41149359 Anchor_Hlt41149360_Hlt41149360erty Property for Testing.)

D.9 Excess Property

Anchor
D.9 D.9

1. Equipment, office furnishings, and other material (including software) identified as excess property are handled according to national disposition objectives, which may include redeployment within Berkeley Lab. Equipment for which there is no current or projected need should be forwarded to the Property Management Excess Group after review and clearance by an EH& Anchor_Hlt41400045_Hlt41400045S Anchor_Hlt41149382_Hlt41149382&S Division Liaison. Note: Employees are not allowed to remove government-owned property for personal use.
2. Excess property will be made available for redeployment across the Lab.
3. Excess equipment that is not redeployed within the Berkeley Lab complex may be transferred to government organizations or academic institutions with active DOE grants. DOE approval is required. Guidance for determining the suitability of transferring excess Laboratory equipment and the process for gaining approvals can be found on the Propert Anchor_Hlt41149562_Hlt41149562y Property Management website.
4. Sensitive IT Asset Retention
5. Sensitive IT assets have a typical expected useful life of three to five years
6. Assets with an acquisition date more than eight years old will be removed from active service unless there is a documented operational need

D.10 Storage of Property

Anchor
D.10 D.10

1. Warehouse storage of Laboratory equipment is provided by the Property Management Excess Group and must satisfy requirements for retention.

D.11 Property Movement Records

Anchor
D.11 D.11

1. General: The custodian must notify the divisional property representative of all movements of property so that changes in location can be updated in the Property Managements Property database.
2. Property Removed from the Laboratory Site: Except as noted above in C, "Exceptions," government property shipped or carried away from the Laboratory requires prior authorization and appropriate documentation.
3. Shipping Approvals
   1. Common-Carrier Shipping: Division approval is required in all situations in which property is shipped from the Laboratory via a "common carrier." Property that is identified by a DOE/LBNL bar-code tag is subject to additional approval by the Property Management Group. Information about shipping property off-site is available from the Fa Anchor_Hlt41400269_Hlt41400269cilities Division Anchor_Hlt41149599_Hlt41149599Facilities Division Shipping Department.
   2. Division Property Pass: Divisions may issue a Property Pass to their employees for off-site use of government property, such as:, such as:

      Anchor
      D.11.3.b D.11.3.b

4. Arrangements with suppliers performing Laboratory work if the material will remain in the custody of Laboratory personnel.
5. Short-term or intermittent use to perform Laboratory work at an off-site location.
6. Incidental use in connection with authorized attendance at a meeting, seminar, exhibit, or lecture.

D.12 Property Retirement

Anchor
D.12 D.12

1. The status of a property record may change from active to retired in the database if criteria are met in the following categories:
2. Abandonment
3. Asset Created in Error
4. Cannibalized
5. Destroyed
6. Foreign Donation
7. Incorporated — Larger System
8. Inventory Loss
9. Lost
10. No Longer Controlled
11. Related Real Property
12. Return to Vendor
13. Return Property of Others
14. Stolen
15. Trade-in
16. Transfer
17. Each of these categories is defined in the Request to Anchor_Hlt41149903_Hlt41149903 Retire Personal Property form. The form must be completed and submitted to Property Management for approval.

D.13 Property Acquired As a Gift

Anchor
D.13 D.13

1. Any property item that has been accepted as a gift or that has been purchased with funds specifically accountable as a gift must be reported in accordance with University of California and Laboratory practices (see Gifts for R Anchor_Hlt41149932_Hlt41149932esearch Research and Acceptance of). Gifts may be accepted only in the name of, and title will be vested in, the Regents of the University of California. The Intellectual Property Office (IP Anchor_Hlt41149944_Hlt41149944OIPO) notifies Property Management when a gift has been accepted so a Property of Others sticker can be placed on the gift. Divisions that anticipate receiving equipment through the gift process should notify the IPO and Property Management well before any items are expected to arrive on-site.

D.14 Employee-Owned Property

Anchor
D.14 D.14

1. Employee-owned property may not be installed in, affixed to, or made a part of any government-owned property. This restriction does not apply to small decorative items or memorabilia displayed in an employee's work area. In all cases, the Laboratory cannot be held responsible for loss of or damage to any employee-owned item.

D.15 Export Control Considerations

Management of Property will adhere to existing export control requirements.

E. Roles and Responsibilities

Managers, supervisors, and employees have the responsibility to adhere to the provisions of this policy.

F. Definitions/Acronyms

G. Recordkeeping Requirements

None

H. Implementing Documents

I. Contact Information

Property M Anchor_Hlt41149978_Hlt41149978anagerOCFO Property Manager

J. Revision History